Data Entry Guidelines for Nonprint Materials Last Updated July 20, 2011 Nonprint Materials General Guidelines for All Nonprint Materials ......................6 Searching Workflows .............................................................6 Key Parts of the Item that Must Match an Existing Record.................6 How to Find the Title Control Number of a Record ................7 Attaching a Copy to Records in Workflows ..........................8 ISBN 020 field .....................................................................8 UPC 024 field......................................................................8 Music No. 028 field ...............................................................8 Personal Author 100 field .......................................................8 Title 245 field .....................................................................9 Edition 250 field ..................................................................9 Publication 260 field .............................................................9 Physical Description 300 field ................................................ 10 Updating Records that are in the ACQ Format .................... 11 Updating 9xx Records ................................................. 14 Subfield Z in Call Numbers ........................................... 17 When should Subfield Z be used in the call number? ..................... 17 How does Subfield Z work? .................................................... 17 Why the policy with the required wording after Subfield Z in the call number? .......................................................................... 17 How do I put Subfield Z in the call number? ............................... 17 DVD/Video Sets that Circulate as a Complete Set......................... 18 DVD/Video Sets that Circulate in Parts ..................................... 18 Blu-ray DVD Combo Packs that Circulate as a Complete Set............. 18 Blu-ray DVD Combo Packs that Circulate in Parts ......................... 18 Records with Multiple Volumes or Parts..................................... 19 SAILS Cataloging Department – January 2011 2 Nonprint Materials Serial Records ................................................................... 19 Request Records for All Nonprint Materials: General Information ........................................................................... 20 Initial Steps...................................................................... 20 Add Title Wizard Properties................................................... 20 Defaults.................................................................................................20 Behavior ................................................................................................21 Helpers .................................................................................................21 Creating Request Records for DVDs................................. 22 ISBN 020 field ................................................................... 22 UPC 024 field.................................................................... 22 Music No. 028 field ............................................................. 22 Personal Author 100 field ..................................................... 22 Title 245 field ................................................................... 23 Edition 250 field ................................................................ 24 Publication Info. 260 field..................................................... 26 Physical Description 300 field ................................................ 27 Creating Request Records for Audiobooks & Playaways ......... 28 ISBN 020 field ................................................................... 28 UPC 024 field.................................................................... 28 Music No. 028 field ............................................................. 28 Personal Author 100 field ..................................................... 29 Title 245 field ................................................................... 29 Playaways........................................................................ 29 Edition 250 field ................................................................ 30 Publication Info. 260 field..................................................... 30 Physical Description 300 field – CD Audiobooks ............................ 31 SAILS Cataloging Department – January 2011 3 Nonprint Materials Physical Description 300 field – Playaway Audiobooks .................... 31 Physical Description 300 field – Cassette Audiobooks ..................... 32 Creating Request Records for Music CDs ........................... 33 ISBN 020 field ................................................................... 33 UPC 024 field.................................................................... 33 Music No. 028 field ............................................................. 33 Personal Author 100 field ..................................................... 34 Title 245 field ................................................................... 34 Edition 250 field ................................................................ 36 Publication Info. 260 field..................................................... 37 Physical Description 300 field ................................................ 38 Creating Request Records for CD-ROMs and Video Games ...... 39 ISBN 020 field ................................................................... 39 UPC 024 field.................................................................... 39 Music No. 028 field ............................................................. 39 Personal Author 100 field ..................................................... 39 Title 245 field ................................................................... 40 Edition 250 field ................................................................ 41 Publication Info. 260 field..................................................... 42 Physical Description 300 field ................................................ 43 Creating Request Records for Videocassettes..................... 44 ISBN 020 field ................................................................... 44 UPC 024 field.................................................................... 44 Music No. 028 field ............................................................. 44 Personal Author 100 field ..................................................... 44 Title 245 field ................................................................... 45 Edition 250 field ................................................................ 45 SAILS Cataloging Department – January 2011 4 Nonprint Materials Publication Info. 260 field..................................................... 46 Physical Description 300 field ................................................ 47 Creating Request Records for Music Cassettes .................... 48 ISBN 020 field ................................................................... 48 UPC 024 field.................................................................... 48 Music No. 028 field ............................................................. 48 Personal Author 100 field ..................................................... 49 Title 245 field ................................................................... 49 Edition 250 field ................................................................ 50 Publication Info. 260 field..................................................... 51 Physical Description 300 field ................................................ 51 SAILS Cataloging Department – January 2011 5 Nonprint Materials General Guidelines for All Nonprint Materials Searching Workflows • Make sure that a record is not already in the system before creating a request record • Search the system several ways (ISBN, UPC, music/video numbers, title, author) to see if a record has already been created • Use the General search option in the search index (along with the Keyword type option) to search by ISBNs, music and video numbers, or UPCs • Use the Title search option in the search index (along with the Keyword type option) to search by title • Use the Author search option in the search index (along with the Keyword type option) to search by the author, performer or band’s name Key Parts of the Item that Must Match an Existing Record • All the information you need is on the item in front of you • The following information on your copy must match the record: a) ISBN exceptions: your copy’s ISBN is missing or the ISBN is incorrect in the record b) Name of the first person listed on the music CD, cassette, audiobook or Playaway c) UPC and music/video number d) Title e) Edition statement (when applicable) f) Publication information g) Physical description • If your copy appears to match a record, but the record is missing information (such as an ISBN or edition statement), fill out an error reporting form on the SAILS website (http://sailsinc.org/forms/cat-errorform.asp) • Only the SAILS Cataloging Department will make these corrections or updates • SAILS Cataloging may request a copy of the item and/or its container before being able to determine if the copy can or cannot be attached to a record • Please include the title control number from the error reporting form with the copy of the item and container SAILS Cataloging Department – January 2011 6 Nonprint Materials How